Retreat Subcommittee Minutes

January 14, 2008

SUBJECT: Retreat planning

LOCATION: Room 22010, 316 N. Academy St., Cary, NC (town hall)

Retreat Committee Members Present: Mayor Harold Weinbrecht and Council Members Ervin Portman and Jennifer Robinson

Phil Boyle, the retreat facilitator, attended this meeting.

The meeting began at 5:18 p.m.

After committee discussion with Phil Boyle, the committee agreed with the following retreat goals and agenda:

FRIDAY, JANUARY 18, 12:00 PM – 6:00 PM

12:00    Lunch

2:00 Welcome and Getting Started

·      Opening Remarks

·      Overview of retreat agenda, schedule, and materials

2:15      Who Are We? – “Our Coats of Arms”

1.      Participants prepare their coat of arms in advance and bring it with them to the retreat

2.      In small groups, participants share and compare

3.      Solicit feedback and observations regarding what members learned

3:00      Why Are We Here? – Goals and Expectations

1.       Post retreat goals and objectives - identify retreat expectations

2.       Solicit observations, implications for ground rules

3:30      Break

3:45      Policy Values, Choices, and Decisions

1.       Present public values policy framework

·      Demonstrate value mapping and connect values to policy choices and tools

2.       Identify implications for policy development and communication

·      Solicit observations and feedback regarding implications for roles, responsibilities, representation, relationships, and decision making

4:45        Creating and Sustaining Successful and Satisfying Governing Relationships

1.       Organize council and staff members into separate groups:

·      Council members discuss and list what they want from their experience as an elected official

·      Staff members discuss and list what they want from their experience as an appointed official

·      Groups report out – compare and contrast – solicit observations

2.       Form 2 joint council-staff groups to address the following questions:

·      What do council members need from staff members and from other council members to help make this happen, and what 3 things (actions, best practices, operating principles) can council and staff members do to help meet these expectations?

·      What do staff members need from council members and from other staff members, and what 3 things (actions, best practices, operating principles) can council and staff members do to help meet these expectations?

·      Groups record their responses, post, and report out - solicit feedback, observations, and implications for action

5:45      Reflection and Observations

6:00      Adjourn

Saturday, January 19,  8:00 am – 5:00 pm

8:00      Getting Started

·      Reflections and observations from yesterday

·      Overview of today’s process and tasks

8:15      Identifying Council Goals, Initiatives, and Priorities

1.       Solicit input from council members regarding their goals, initiatives and priorities

2.       Record and post

3.       Compare and contrast – group common themes and similar items

4.       Review and discuss in light of public values framework

5.       Solicit observations, feedback, and discussion

10:15    Break

10:30    Linking Council and Staff Goals, Initiatives, and Priorities

1.       Focus Area I – Community Planning: Planning for Quality of Life

2.       Focus Area II – Infrastructure: Making Sure We’re Ready When You Are

·      10-15 minute staff overview of key goals, initiatives, challenges

·      Solicit questions, feedback, and discussion from council members regarding how council and staff goals and priorities connect and recommend actions for improving this linkage, e.g., add, amend, change, delete, etc.

12:00    Lunch

1:15      Linking Council and Staff Goals, Initiatives, and Priorities (Cont’d)

3.       Focus Area III – Financial Condition: Making Sense with the Dollars

4.       Focus Area IV – Municipal Services: Providing Excellence in Service to the Citizens

·      10-15 minute staff overview of key goals, initiatives, challenges

·      Solicit questions, feedback, and discussion from council members regarding how council and staff goals and priorities connect

·      Recommend actions for improving this linkage, e.g., add, amend, change, delete, etc.

2:45      Break

3:00      Exploring a Town Vision and Visioning Process

1.       Review the existing Town vision/direction.  Cary “Today” vs. Cary “Tomorrow”- Where are we today and where will we be in 20+ years if we follow the adopted Comprehensive Plan?

2.       Whole group identifies the purposes, goals and outcomes they would like to achieve through a town visioning process - Why engage in a visioning process? What do you want to accomplish?

·      Solicit feedback and observations

3.       Work groups identify specific strategies and actions for achieving the purpose and goals of a visioning process, e.g., what should the town do, how, when, etc.

4.       Work groups report out their action planning – synthesize and consolidate

·      Solicit feedback, observations, and recommendations

4:45      Reflection and Observations

5:00      Adjourn

Sunday, January 20, 8:00 am – 12:00 pm

8:00      Getting Started

·      Reflections and observations from yesterday

·      Overview of today’s process and tasks

8:15      Overview of Water and Water Policy

·      Review the town’s water history, policy, management, planning, investment and key issues and challenges

·      Solicit questions, observations, feedback

9:00      Defining Water Policy Goals

·      Solicit feedback from council members regarding the water goals and outcomes the town should seek to achieve

·      Draft a policy statement that reflects the council’s interests

·      Solicit feedback and observations

9:20      Break

9:45      Identifying Water Policy Actions and Strategies

1.       Form 2 council-staff work groups to address the following questions:

·        How might we reduce potable water demand, use, and consumption?

·        How might we enhance, increase, stretch potable water supply?

2.       Groups brainstorm and discuss specific actions and ideas, report out and post their ideas

3.       Group similar ideas as strategies, e.g., education, regulation, incentives, rationing, investment, sanctions, etc.

4.       Engage council members in identifying their preferred range and order of policy options, i.e., what strategies/tools would you use first, next, last, etc.

5.       Use the policy values framework to map council value preferences and translate the council’s value preferences into a statement of water policy direction

6.       Solicit feedback. observations, and recommendations

11:30    Wrapping Up – Summary, Decisions, Reflections

·        Summarize decisions, commitments, and actions

·        Solicit overall feedback, observations, reflections, conclusions

·        Invite closing remarks

12:00    Adjourn

The committee meeting ended at 6:35 p.m.